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Title:Portfolio Manager
Hours:Monday Friday 9am 6pm. You will be required to attend evening meetings with clients on an ad hoc basis, with time off in lieu
Reports to:Portfolio Director/AssociateDirectors
Holiday:25 days plus bank holidays - as per employment contract
The Portfolio Manager is responsible for the day-to-day management of their own portfolio of properties. The portfolio is likely to comprise of a mix of property types (in terms of age, size and location of property) and you are likely to be working for a variety of different clients (free holders, RMCs, RTMs and developers).The role is broader than at some of our competitors as you are the point person on everything to do with the property, although there is a team in the background to support you. The portfolio is growing quickly so candidates should be looking to work in a fast paced environment and be keen to develop with the company.
Day to day:
- Liaisingwith tenants, Leaseholders, Free holder and board of Directors and managing expectations of all aspects of block management.
- Handling Day to Day property maintenance issues reported by Leaseholders and residents communicating with contractors as necessary
- Obtaining quotations for any work so Dealing with any telephone / email / post enquires. Telephone calls are dealt with as soon as practically possible and e-mails are responded to within 24 hours.
- Dealing with disputes or complaints from Lessees within the development to Performing property searches via the Land Registry
- Managing the progress of maintenance issues and seeing them through to completion via our internal issues list
- Ensuring all systems are kept up to date and maintained
- Managing all Health and Safety, Fire Risk Assessments and any Asbestos for your portfolio, advising clients on their obligations and ensuring that the buildings are compliant. Raising any issues or concerns immediately to management.
- Issuing Section20 Notice so Liaising with Chartered Surveyors during any major work project so Liaising with Insurance brokers prior to the renewal of any polices, issuing renewal terms to clients and following approval, instructing Insurance brokers to commence with cover
- Liaising with Insurance brokers, initiating formal written claims and obtaining comparable quote for damage in communal areas, ensuring all claims are tracked and closed out
- Acquisition of keys, fobs, remotes and permits and administering management keys to authorised contractors for maintenance purposes or copies for residents where necessary.
- The Company out of hours phone is held by the team on a weekly rotation when in the Portfolio Managers possession they are expected to be contactable in the evenings and during the weekend should any emergencies occur.
- Conducting formal management visits to each property on a monthly basis and creating reports for our files and following up where necessary with maintenance issues found during inspections
- Attending scheduled weekly meeting with either Portfolio Director or Senior Portfolio Manager to review your portfolio and discuss any issue so Attending Quarterly Meetings with clients during the working day and early evening and preparing the quarterly packs to be distributed at the meetings or electronically
- Attending EGMs and AGMs where necessary
- Running annual residents meetings where necessary
- Issuing minutes within two business days following any meetings held to clients /Leaseholders(following internal approval)
- Dealing with Service Charge and Ground Rent collections
- Drafting annual Service Charge budgets
- Drafting Service Charge demand letters
- Liaising with the accounts department to ensure demands are issued correctly and in a timely fashion
- Issuing 14 day and 7day reminders
- Liaising with solicitors and debt collection agents in relation to any outstanding arrears
- Ensuring S20(b) notices are issued in a timely manner
- Updating the client as and when necessary on collection rates
- Filing confirmation statements at Companies House (usually this involves ensuring the registered Company Secretary has done this)
- Filing annual Company Accounts at Companies House (usually this involves ensuring that the registered accountants have issued the accounts, they have been signed by the Directors and returned to accountants for filing)
- Issuing Share Certificates / Membership Certificates upon completion of sales where applicable
- Filing new appointments at Companies House (both electronically and via post if applicable)
- Terminating appointments at Companies House (both electronically and via post if applicable)
You will need to be:
-ITliterateandproficient in the use of Microsoft Office
-Have a proven background in terms of block management (minimum two years experience) and an all-round knowledge of the major issues likely to be encountered
-Ambitious, dynamic and motivated
-Strong communicator, both verbally and written, with good use of grammar and spelling
-Strong at time keeping and time management
-Able to run a meeting with clients to discuss accounts and issues at each property
-Self sufficient in terms of dealing with issues and equally adept at raising issues to management as required.
-Full clean UK driving licence a benefit
Training will be provided on the job internally, supplemented by external courses as required. Staff are encouraged to sit the IRPM exams at the earliest opportunity.
